COMPETITIVE SEALED BID EMPLOYEES FOR TRANSLATION SERVICES

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1 BOARD OF ELECTIONS IN THE CITY OF NEW YORK COMPETITIVE SEALED BID EMPLOYEES FOR TRANSLATION SERVICES CONTRACTOR ADDRESS AMOUNT OF CONTRACT Procurement Identification Number: (PIN #) The New York City Comptroller is charged with the audit of contracts in New York City. Any vendor who believes that there has been unfairness, favoritism or impropriety in the bid process should inform the Comptroller, Office of Contract Administration, One Centre Street, Room 1225, New York, New York; telephone number (212)

2 TABLE OF CONTENTS PART I. INFORMATION FOR BIDDERS 2 1. DEFINITIONS 2 2. PERIOD OF PERFORMANCE 3 3. SCOPE OF SERVICES 4 4. CONSIDERATION 5 5. CONTACTS/NOTICES 6 6. DOCUMENT GOVERNANCE 6 7. APPENDIX A 8 CONTRACT PRICING EXHIBIT A APPENDIX A GENERAL PROVISIONS GOVERNING CONTRACTS FOR CONSULTANTS, PROFESSIONAL AND TECHNICAL SERVICES 1. PROCUREMENT OF AGREEMENT 9 2. AUDIT BY DEPARTMENT AND CITY INSURANCE INVESTIGATION CLAUSE 9 5. TERMINATION OF AGREEMENT 17 6 ARTICLE 9. PPB RULES 45 MACBRIDE PRINCIPLES PROVISIONS FOR NEW YORK CITY CONTRACTORS 49 PART II. AFFIRMATION 52

3 PART 1. INFORMATION FOR BIDDERS PLEASE NOTE: The following pages contain blanks to be completed by the bidder or spaces for the bidder's signature: Exhibit A, Contract Pricing pg7, 52, 53, 54, IMPORTANT NOTICE TO ALL PROSPECTIVE BIDDERS In the event that your organization is submitting a bid in response to this Invitation for Bids, you are hereby notified to return the appropriately executed sealed bid in its entirety, and in its original page order. This includes Bid Pages, Specifications, MacBride Principles and any other documentation that you may have received along with the Solicitation package. Any additional documentation requested within the IFB is to be included in the envelope with the sealed bid. 1. Description of Procurement CONTRACT FOR CERTIFIED TRANSLATORS, CERTIFICATION MUST BE IN THE WRITTEN AND ORAL LANGUAGES AS DESCRIBED IN THE SERVICES REQUIRED PAGE Time and Place for Receipt of Bids a. Sealed bids shall be received by the Board of Elections in the City of New York (hereinafter Board ) on or before the day, at the time and at the location set forth below: Time: 10:00 A.M. Date: January 29, 2016 Place: BOARD OF ELECTIONS, Procurement Dept. 32 BROADWAY, 7th FLOOR NEW YORK, NY Attention: Gwendolyn Youngblood, Deputy ACCO b. The completed bid must be submitted in a sealed envelope on or before the time and the place indicated in the Invitation For Bids. The envelope must be marked with the name of the person, firm or corporation presenting it, the bid opening date, bid number and bid title. The bid and all other documents requiring signature must be signed and notarized. 2

4 ARTICLE 1. DEFINITIONS As used throughout this Agreement, the following terms shall have the meaning set forth below: a. "City" shall mean the City of New York, and its agencies as defined in Section 1150 of the City Charter. b. "Comptroller" shall mean the Comptroller of the City of New York. c. "Department" shall mean the Board of Elections in the City of New York, the Board of Elections, or both. d. Commissioner or "Administrator" shall mean the Executive Director of the Board of Elections. e. "Law" or "Laws" shall include but not be limited to the New York City Charter, the New York City Administrative Code, any local law of the of the City of New York, any State or Federal Law, and any ordinance, rule or regulation having the force of law. f. The Contractor shall also be referred to as "it", whether such Contractor be an individual, partnership or corporation. g. "Contract," except for titles, sub-titles, headings, running deadlines, tables of contents and indices (all of which are printed herein merely for convenience) shall include the following (except for such portions thereof as may be specifically excluded): 1. The Agreement 2. All Exhibits 3. All provisions required by law to be inserted in this agreement whether actually inserted or not 4. The notice of award. ARTICLE 2. PERIOD OF PERFORMANCE The period of performance of this contract shall be from DATE OF AWARD, through December 31, 2018 This Agreement is subject to a one (1) year renewal under the same terms and conditions herein. ARTICLE 3. SCOPE OF SERVICES A Background The Board of Elections in the City of New York (hereinafter the Board ) as provided under New York State Election Law is responsible for the following: 3

5 Section 203 of the Federal Voting Rights Act institutes the language coverage as directed by the most recent Census. In the 2010 Census, Asian (Indian) was sanctioned for coverage in Queens County. Covered languages in Queens County are Spanish, Chinese, Korean and Asian (Indian). Punjabi, Bengali and Hindi Asian (Indian) is instituted by Bengali in both the written and oral form, and Hindi in only the oral form. The Board would like to make a best effort to provide Hindi interpreters that also speak Punjabi. Covered languages in Kings County and New York County are Chinese and Spanish. It was concluded that the Board would cover Bengali in both written and oral form and Hindi in oral form in addition to the other covered languages. WHEREAS, the Board procured translation service from New York State Industry for the Disabled (NYSID) for translation of Election Day materials, notices, and media, they were unable to provide all languages needed. WHEREAS, Section 203 of the Federal Voting Rights Act institutes the language coverage as directed by the most recent Census. In the 2010 Census, Asian (Indian) was sanctioned for coverage in Queens County. Prior to this, covered languages in Queens County were Spanish, Chinese, and Korean. Covered languages in Kings County and New York County are Chinese and Spanish. WHEREAS, The Board conducted meetings with prominent South Asian groups in Queens County to distinguish which Asian Indian language would be most necessary for South Asian voters with Limited English Proficiency (LEP). The Board of Elections concluded that the Board would cover Bengali in both written and oral form and Hindi in oral form. The Board concluded it would cover these languages in addition to the other covered languages SERVICES REQUIRED TRANSLATOR/INTERPRETER BENGALI, KOREAN, CHINESE (MANDARIN AND CANTONESE), HINDI, PUNJABI, SPANISH Under the supervision and direction of the Coordinator of Language Assistance Programs, serve as a Deputy Language Assistance Coordinator Interpret/translate all official Board of Elections ballots, forms, notices, reports, and other required information Monitor print media in languages for items specific to the Board of Elections and its mission Manage outreach to various community and civic groups in conjunction with the Board s Language Assistance Program Utilize various types of office equipment including but not limited to standard office equipment (copier, fax, etc.), and standard computer programs (i.e., MS Word and Excel) with a moderate level of proficiency. Notify supervisor when repairs are necessary Maintain communication with all department heads involved in projects, in particular the Coordinator of Election Day Operations and the Ballot Management Coordinator. Participate and attends meetings as required 4

6 Update management on progress of projects on a regular basis Review and maintain unit records Apply basic election terminology, statue, rules, procedures, and policies to explain acceptance or rejection of work product Prepare periodic reports Comply with the Board of Elections in the City of New York Policies and Procedures Manual at all times For translator positions, the applicant must be tested/certified in written translation For interpreter positions the applicant must be tested/certified in oral interpretation Court certified interpreters are preferred Perform any other task or responsibility as directed by management Demonstrated Fluency in English and assigned language is required. It is a Board employee s duty to perform his/her responsibilities and to serve the public, colleagues in a courteous, efficient and professional matter at all times. ARTICLE 4. CONSIDERATION The City agrees to pay, and the Contractor agrees to accept, as full consideration for the complete and satisfactory performance of the services required herein, an amount not to exceed $, such amount being based upon the Contractor's Agreement for the services required as set forth in the Contract Pricing attached hereto and made a part hereof as Exhibit A. Any such estimated quantity, volume, amount or period of work or services is an estimate based upon experience. The Department shall neither be required to order any quantity, amount, or period thereof, nor shall it be limited by any such estimate, but the quantity, amount, or period ordered and paid for shall be that which is actually required by the Department and provided by the Contractor. The Contractor shall submit numbered invoices for payment on a monthly basis, unless otherwise agreed. Such invoices shall set forth the services for which payment is requested, and approval thereof by the Department shall be a prerequisite to payment. All payments shall be subject to such provisions for set-off as may be set forth in this Agreement and in any attachments hereto. ARTICLE 5. CONTACTS/NOTICES Any questions or correspondence relating to this Contract shall be addressed to: Name: Address: BOARD OF ELECTIONS: Rachel Knipel Board of Elections 42 Broadway, Floor New York, NY Telephone; Fax:

7 ARTICLE 6 Appendix A, General Provisions Governing Contracts for Consultants, Professional and Technical Services and the McBride Principles are attached hereto and made a part hereof respectively ARTICLE 7 Document Governance In the event of conflict between any attachment incorporated herein by reference and this document, the following order of governance shall apply: A. The Agreement. B. Exhibit A Contract Pricing. THE CONTRACT PRICING PAGE Please provide on separate cover, the hourly wage for 1 Translator and 1 Interpreter. 6

8 EXHIBIT A CONTRACT PRICING 7

9 APPENDIX A GENERAL PROVISIONS GOVERNING CONTRACTS FOR CONSULTANTS, PROFESSIONAL, TECHNICAL, HUMAN AND CLIENT SERVICES a. Definitions A. DEFINITIONS The following words and expressions, or pronouns used in their stead, shall, wherever they appear in this Agreement, be construed as follows, unless a different meaning is clear from the context: A. Agency Chief Contracting Officer or ACCO shall mean the position delegated authority by the Agency Head to organize and supervise the procurement activity of subordinate Agency staff in conjunction with the City Chief Procurement Officer. B. Agreement shall mean the various documents, including this Appendix A, that constitute the contract between the Contractor and the City. C. City shall mean The City of New York. D. City Chief Procurement Officer or CCPO shall mean the position delegated authority by the Mayor to coordinate and oversee the procurement activity of Mayoral agency staff, including the ACCOs. E. Commissioner or Agency Head shall mean the head of the Department or his or her duly authorized representative. The term duly authorized representative shall include any person or persons acting within the limits of his or her authority. F. Comptroller shall mean the Comptroller of the City of New York. G. Contractor shall mean the entity entering into this Agreement with the Department. H. Days shall mean calendar days unless otherwise specifically noted to mean business days. I. Department or Agency shall mean the City agency that has entered into this Agreement. J. Law or Laws shall mean the New York City Charter ( Charter ), the New York City Administrative Code ( Admin. Code ), a local rule of the City of New York, the Constitutions of the United States and the State of New York, a statute of the United States or of 8

10 the State of New York and any ordinance, rule or regulation having the force of law and adopted pursuant thereto, as amended, and common law. K. Procurement Policy Board or PPB shall mean the board established pursuant to Charter 311 whose function is to establish comprehensive and consistent procurement policies and rules which have broad application throughout the City. L. PPB Rules shall mean the rules of the Procurement Policy Board as set forth in Title 9 of the Rules of the City of New York ( RCNY ), 1-01 et seq. M. State shall mean the State of New York. a. Procurement of Agreement B. REPRESENTATIONS AND WARRANTIES A. The Contractor represents and warrants that no person or entity (other than an officer, partner, or employee working solely for the Contractor) has been employed or retained to solicit or secure this Agreement upon any agreement or understanding for a commission, percentage, brokerage fee, contingent fee or any other direct or indirect compensation. Notwithstanding the preceding sentence, the Contractor may retain consultants to draft proposals, negotiate contracts, and perform other similar services. The Contractor further represents and warrants that no payment, gift, or thing of value has been made, given, or promised to obtain this or any other agreement between the parties. The Contractor makes such representations and warranties to induce the City to enter into this Agreement and the City relies upon such representations and warranties in the execution of this Agreement. B. For any breach or violation of the representations and warranties set forth in Paragraph A above, the Commissioner shall have the right to annul this Agreement without liability, entitling the City to recover all monies paid to the Contractor; and the Contractor shall not make claim for, or be entitled to recover, any sum or sums due under this Agreement. The rights and remedies of the City provided in this Section are not exclusive and are in addition to all other rights and remedies allowed by Law or under this Agreement. b. Conflicts of Interest A. The Contractor represents and warrants that neither it nor any of its directors, officers, members, partners or employees, has any interest nor shall they acquire any interest, directly or indirectly, which conflicts in any manner or degree with the performance of this Agreement. The Contractor further represents and warrants that no person having such interest or possible interest shall be employed by or connected with the Contractor in the performance of this Agreement. 9

11 B. Consistent with Charter 2604 and other related provisions of the Charter, the Admin. Code and the New York State Penal Law, no elected official or other officer or employee of the City, nor any person whose salary is payable, in whole or in part, from the City Treasury, shall participate in any decision relating to this Agreement which affects his or her personal interest or the interest of any corporation, partnership or other entity in which he or she is, directly or indirectly, interested; nor shall any such official, officer, employee, or person have any interest in, or in the proceeds of, this Agreement. This Paragraph B shall not prevent directors, officers, members, partners, or employees of the Contractor from participating in decisions relating to this Agreement where their sole personal interest is in the Contractor. C. The Contractor shall not employ a person or permit a person to serve as a member of the Board of Directors or as an officer of the Contractor if such employment or service would violate Chapter 68 of the Charter. [PARAGRAPHS D-H ARE APPLICABLE ONLY TO HUMAN OR CLIENT SERVICE CONTRACTS.] D. Except as provided in Paragraph E below, the Contractor s employees and members of their immediate families, as defined in Paragraph F below, may not serve on the Board of Directors of the Contractor ( Board ), or any committee with authority to order personnel actions affecting his or her job, or which, either by rule or by practice, regularly nominates, recommends or screens candidates for employment in the program to be operated pursuant to this Agreement. E. If the Board has more than five (5) members, then Contractor s employees and members of their immediate families may serve on the Board, or any committee with authority to order personnel actions affecting his or her job, or which, either by rule or by practice, regularly nominates, recommends or screens candidates for employment in the program to be operated pursuant to this Agreement, provided that (i) Contractor s employees and members of their immediate families are prohibited from voting on any such personnel matters, including but not limited to any matters directly affecting their own salary or other compensation, and shall fully disclose all conflicts and potential conflicts to the Board, and (ii) Contractor s employees and members of their immediate families may not serve in the capacity either of Chairperson or Treasurer of the Board (or equivalent titles), nor constitute more than one-third of either the Board or any such committee. F. Without the prior written consent of the Commissioner, no person may hold a job or position with the Contractor over which a member of his or her immediate family exercises any supervisory, managerial or other authority whatsoever whether such authority is reflected in a job title or otherwise, unless such job or position is wholly voluntary and unpaid. A member of an immediate family includes: husband, wife, domestic partner, father, father-in-law, mother, mother-in-law, brother, brother-in-law, sister, sister-in-law, son, son-in-law, daughter, daughterin-law, niece, nephew, aunt, uncle, first cousin, and separated spouse. Where a member of an immediate family has that status because of that person s relationship to a spouse (e.g., father-inlaw), that status shall also apply to a relative of a domestic partner. For purposes of this Section, a member of the Board is deemed to exercise authority over all employees of the Contractor. 10

12 G. If the Contractor has contracts with the City that in the aggregate during any twelve-month period have a value of more than One Million Dollars ($1,000,000) and such amount constitutes more than fifty percent (50%) of the Contractor s total revenues, then the Contractor must have a minimum of five (5) persons on its Board. H. Paragraphs D-H of this Section 2.02 apply only if Contractor is a not-for-profit corporation. c. Fair Practices A. The Contractor and each person signing on its behalf certifies, under penalties of perjury, that to the best of its, his or her knowledge and belief: 1. The prices and other material terms set forth in this Agreement have been arrived at independently, without collusion, consultation, communication, or agreement with any other bidder or proposer or with any competitor as to any matter relating to such prices or terms for the purpose of restricting competition; 2. Unless otherwise required by Law or where a schedule of rates or prices is uniformly established by a government agency through regulation, policy or directive, the prices and other material terms set forth in this Agreement which have been quoted in this Agreement and on the bid or proposal submitted by the Contractor have not been knowingly disclosed by the Contractor, directly or indirectly, to any other bidder or proposer or to any competitor prior to the bid or proposal opening; and 3. No attempt has been made or will be made by the Contractor to induce any other person or entity to submit or not to submit a bid or proposal for the purpose of restricting competition. B. The fact that the Contractor (i) has published price lists, rates, or tariffs covering items being procured, (ii) has informed prospective customers of proposed or pending publication of new or revised price lists for such items, or (iii) has sold the same items to other customers at the same prices and/or terms being bid or proposed, does not constitute, without more, a disclosure within the meaning of this Section. d. VENDEX The Contractor represents and warrants that it and its principals have duly executed and filed all required VENDEX Questionnaires and, if applicable, Certificates of No Change, pursuant to PPB Rule 2-08 and in accordance with the policies and procedures of the Mayor s Office of Contract Services. The Contractor understands that the Department's reliance upon the completeness and veracity of the information stated therein is a material condition to the execution of this Agreement, and represents and warrants that the information it and its principals have provided is accurate and complete. 11

13 e. Political Activity EMPLOYEES FOR TRANSLATOR/INTERPRETER The Contractor s provision of services under this Agreement shall not include any partisan political activity or any activity to further the election or defeat of any candidate for public, political, or party office, nor shall any of the funds provided under this Agreement be used for such purposes. f. Religious Activity There shall be no religious worship, instruction or proselytizing as part of or in connection with the Contractor s provision of services under this Agreement, nor shall any of the funds provided under this Agreement be used for such purposes. g. Unlawful Discriminatory Practices: Admin. Code As required by Admin. Code 6-123, the Contractor will not engage in any unlawful discriminatory practice as defined in and pursuant to the terms of Title 8 of the City Administrative Code. The Contractor shall include a provision in any agreement with a firstlevel subcontractor performing services under this Agreement for an amount in excess of Fifty Thousand Dollars ($50,000) that such subcontractor shall not engage in any such unlawful discriminatory practice. h. Bankruptcy and Reorganization In the event that the Contractor files for bankruptcy or reorganization under Chapter Seven or Chapter Eleven of the United States Bankruptcy Code, the Contractor shall disclose such action to the Department within seven (7) days of filing. a. Assignment C. ASSIGNMENT AND SUBCONTRACTING A. The Contractor shall not assign, transfer, convey or otherwise dispose of this Agreement, or the right to execute it, or the right, title or interest in or to it or any part of it, or assign, by power of attorney or otherwise, any of the monies due or to become due under this Agreement, without the prior written consent of the Commissioner. The giving of any such consent to a particular assignment shall not dispense with the necessity of such consent to any further or other assignments. Any such assignment, transfer, conveyance or other disposition without such written consent shall be void. B. Before entering into any such assignment, transfer, conveyance or other disposal of this Agreement, the Contractor shall submit a written request for approval to the Department giving the name and address of the proposed assignee. The proposed assignee s VENDEX 12

14 questionnaire must be submitted within thirty (30) Days after the ACCO has granted preliminary written approval of the proposed assignee, if required. Upon the request of the Department, the Contractor shall provide any other information demonstrating that the proposed assignee has the necessary facilities, skill, integrity, past experience and financial resources to perform the specified services in accordance with the terms and conditions of this Agreement. The Agency shall make a final determination in writing approving or disapproving the assignee after receiving all requested information. C. Failure to obtain the prior written consent to such an assignment, transfer, conveyance, or other disposition may result in the revocation and annulment of this Agreement, at the option of the Commissioner. The City shall thereupon be relieved and discharged from any further liability and obligation to the Contractor, its assignees, or transferees, who shall forfeit all monies earned under this Agreement, except so much as may be necessary to pay the Contractor s employees. D. The provisions of this Section shall not hinder, prevent, or affect an assignment by the Contractor for the benefit of its creditors made pursuant to the Laws of the State. E. This Agreement may be assigned, in whole or in part, by the City to any corporation, agency, or instrumentality having authority to accept such assignment. The City shall provide the Contractor with written notice of any such assignment. b. Subcontracting A. The Contractor shall not enter into any subcontract for an amount greater than Five Thousand Dollars ($5,000) for the performance of its obligations, in whole or in part, under this Agreement without the prior approval by the Department of the subcontractor. The Department hereby grants approval for all subcontracts for an amount that does not exceed Five Thousand Dollars ($5,000). The Contractor must submit monthly reports to the Department indicating all such subcontractors. All subcontracts must be in writing. B. Prior to entering into any subcontract for an amount greater than Five Thousand Dollars ($5,000), the Contractor shall submit a written request for the approval of the proposed subcontractor to the Department giving the name and address of the proposed subcontractor and the portion of the services that it is to perform and furnish. At the request of the Department, a copy of the proposed subcontract shall be submitted to the Department. The proposed subcontractor s VENDEX Questionnaire must be submitted, if required, within thirty (30) Days after the ACCO has granted preliminary approval of the proposed subcontractor. Upon the request of the Department, the Contractor shall provide any other information demonstrating that the proposed subcontractor has the necessary facilities, skill, integrity, past experience and financial resources to perform the specified services in accordance with the terms and conditions of this Agreement. The Agency shall make a final determination in writing approving or disapproving the subcontractor after receiving all requested information. For proposed subcontracts that do not exceed Twenty-five Thousand Dollars ($25,000), the Department s approval shall be deemed granted if the Department does not issue a written approval or disapproval within forty-five (45) Days of the Department s receipt of the written request for 13

15 approval or, if applicable, within forty-five (45) Days of the Department s acknowledged receipt of fully completed VENDEX Questionnaires for the subcontractor. C. All subcontracts shall contain provisions specifying that: 1. The work performed by the subcontractor must be in accordance with the terms of the agreement between the City and the Contractor; 2. Nothing contained in the agreement between the Contractor and the subcontractor shall impair the rights of the City; 3. Nothing contained in the agreement between the Contractor and the subcontractor, or under the agreement between the City and the Contractor, shall create any contractual relation between the subcontractor and the City; and 4. The subcontractor specifically agrees to be bound by Section 4.07 and Article 5 of this Appendix A and specifically agrees that the City may enforce such provisions directly against the subcontractor as if the City were a party to the subcontract. D. The Contractor agrees that it is as fully responsible to the Department for the acts and omissions of its subcontractors and of persons either directly or indirectly employed by such subcontractors as it is for the acts and omissions of any person directly employed by it. E. For determining the value of a subcontract, all subcontracts with the same subcontractor shall be aggregated. F. The Department may revoke the approval of a subcontractor granted or deemed granted pursuant to Paragraphs (A) and (B) of this section if revocation is deemed to be in the interest of the City in writing on no less than ten (10) Days notice unless a shorter period is warranted by considerations of health, safety, integrity issues or other similar factors. Upon the effective date of such revocation, the Contractor shall cause the subcontractor to cease all work under the Agreement. The City shall not incur any further obligation for services performed by such subcontractor pursuant to this Agreement beyond the effective date of the revocation. The City shall pay for services provided by the subcontractor in accordance with this Agreement prior to the effective date of revocation. G. The Department s approval of a subcontractor shall not relieve the Contractor of any of its responsibilities, duties and liabilities under this Agreement. At the request of the Department, the Contractor shall provide the Department a copy of any subcontract. H. Individual employer-employee contracts are not subcontracts subject to the requirements of this Section. a. Independent Contractor Status D. LABOR PROVISIONS The Contractor and the Department agree that the Contractor is an independent contractor and not an employee of the Department or the City. Accordingly, neither the Contractor nor its employees or agents will hold themselves out as, or claim to be, officers or employees of the 14

16 City, or of any department, agency or unit of the City, by reason of this Agreement, and they will not, by reason of this Agreement, make any claim, demand or application to or for any right or benefit applicable to an officer or employee of the City, including, but not limited to, Workers Compensation coverage, Disability Benefits coverage, Unemployment Insurance benefits, Social Security coverage or employee retirement membership or credit. b. Employees All persons who are employed by the Contractor and all consultants or independent contractors who are retained by the Contractor to perform services under this Agreement are neither employees of the City nor under contract with the City. The Contractor, and not the City, is responsible for their work, direction, compensation, and personal conduct while engaged under this Agreement. Nothing in the Agreement shall impose any liability or duty on the City for the acts, omissions, liabilities or obligations of the Contractor, or any officer, employee, or agent of the Contractor, or for taxes of any nature, or for any right or benefit applicable to an officer or employee of the City, including, but not limited to, Workers Compensation coverage, Disability Benefits coverage, Unemployment Insurance benefits, Social Security coverage or employee retirement membership or credit. Except as specifically stated in this Agreement, nothing in this Agreement shall impose any liability or duty on the City to any person or entity. c. Removal of Individuals Performing Work The Contractor shall not have anyone perform work under this Agreement who is not competent, faithful and skilled in the work for which he or she shall be employed. Whenever the Commissioner shall inform the Contractor, in writing, that any individual is, in his or her opinion, incompetent, unfaithful, or unskilled, such individual shall no longer perform work under this Agreement. Prior to making a determination to direct a Contractor that an individual shall no longer perform work under this Agreement, the Commissioner shall provide the Contractor an opportunity to be heard on no less than five (5) Days written notice. The Commissioner may direct the Contractor not to allow the individual from performing work under the Agreement pending the opportunity to be heard and the Commissioner s determination. d. Minimum Wage Except for those employees whose minimum wage is required to be fixed pursuant to Sections 220 or 230 of the New York State Labor Law or by City Administrative Code 6-109, all persons employed by the Contractor in the performance of this Agreement shall be paid, without subsequent deduction or rebate, unless expressly authorized by Law, not less than the minimum wage as prescribed by Law. Any breach of this Section shall be deemed a material breach of this Agreement. 15

17 e. Non-Discrimination: New York State Labor Law 220-e A. If this Agreement is for the construction, alteration or repair of any public building or public work or for the manufacture, sale, or distribution of materials, equipment, or supplies, the Contractor agrees, as required by New York State Labor Law 220-e, that: 1. In the hiring of employees for the performance of work under this Agreement or any subcontract hereunder, neither the Contractor, subcontractor, nor any person acting on behalf of such Contractor or subcontractor, shall by reason of race, creed, color, disability, sex or national origin discriminate against any citizen of the State of New York who is qualified and available to perform the work to which the employment relates; 2. Neither the Contractor, subcontractor, nor any person on his or her behalf shall, in any manner, discriminate against or intimidate any employee hired for the performance of work under this Agreement on account of race, creed, color, disability, sex or national origin; 3. There may be deducted from the amount payable to the Contractor by the City under this Agreement a penalty of Fifty Dollars ($50) for each person for each calendar day during which such person was discriminated against or intimidated in violation of the provisions of this Agreement; and 4. This Agreement may be terminated by the City, and all monies due or to become due hereunder may be forfeited, for a second or any subsequent violation of the terms or conditions of this Section. B. The provisions of this Section shall be limited to operations performed within the territorial limits of the State of New York. f. Non-Discrimination: Admin. Code If this Agreement is for the construction, alteration or repair of buildings or the construction or repair of streets or highways, or for the manufacture, sale, or distribution of materials, equipment or supplies, the Contractor agrees, as required by New York City Administrative Code 6-108, that: A. It shall be unlawful for any person engaged in the construction, alteration or repair of buildings or engaged in the construction or repair of streets or highways pursuant to a contract with the City or engaged in the manufacture, sale or distribution of materials, equipment or supplies pursuant to a contract with the City to refuse to employ or to refuse to continue in any employment any person on account of the race, color or creed of such person. B. It shall be unlawful for any person or any servant, agent or employee of any person, described in Paragraph A above, to ask, indicate or transmit, orally or in writing, directly 16

18 or indirectly, the race, color, creed or religious affiliation of any person employed or seeking employment from such person, firm or corporation. C. Breach of the foregoing provisions shall be deemed a breach of a material provision of this Agreement. D. Any person, or the employee, manager or owner of or officer of such firm or corporation who shall violate any of the provisions of this Section shall, upon conviction thereof, be punished by a fine of not more than One Hundred Dollars ($100) or by imprisonment for not more than thirty (30) Days, or both. g. Non-Discrimination: E.O Equal Employment Opportunity A. This Agreement is subject to the requirements of City Executive Order No. 50 (1980) ( E.O. 50 ), as revised, and the rules set forth at 66 RCNY et seq. No agreement will be awarded unless and until these requirements have been complied with in their entirety. The Contractor agrees that it: 1. Will not discriminate unlawfully against any employee or applicant for employment because of race, creed, color, national origin, sex, age, disability, marital status, sexual orientation or citizenship status with respect to all employment decisions including, but not limited to, recruitment, hiring, upgrading, demotion, downgrading, transfer, training, rates of pay or other forms of compensation, layoff, termination, and all other terms and conditions of employment; 2. Will not discriminate unlawfully in the selection of subcontractors on the basis of the owners, partners or shareholders race, color, creed, national origin, sex, age, disability, marital status, sexual orientation, or citizenship status; 3. Will state in all solicitations or advertisements for employees placed by or on behalf of the Contractor that all qualified applicants will receive consideration for employment without unlawful discrimination based on race, color, creed, national origin, sex, age, disability, marital status, sexual orientation or citizenship status, and that it is an equal employment opportunity employer; 4. Will send to each labor organization or representative of workers with which it has a collective bargaining agreement or other contract or memorandum of understanding, written notification of its equal employment opportunity commitments under E.O. 50 and the rules and regulations promulgated thereunder; 5. Will furnish before this Agreement is awarded all information and reports including an Employment Report which are required by E.O. 50, the rules and regulations promulgated thereunder, and orders of the City Department of Small Business Services, Division of Labor Services ( DLS ); and 17

19 6. Will permit DLS to have access to all relevant books, records, and accounts for the purposes of investigation to ascertain compliance with such rules, regulations, and orders. B. The Contractor understands that in the event of its noncompliance with the nondiscrimination clauses of this Agreement or with any of such rules, regulations, or orders, such noncompliance shall constitute a material breach of this Agreement and noncompliance with E.O. 50 and the rules and regulations promulgated thereunder. After a hearing held pursuant to the rules of DLS, the Director of DLS may direct the Commissioner to impose any or all of the following sanctions: 1. Disapproval of the Contractor; and/or 2. Suspension or termination of the Agreement; and/or 3. Declaring the Contractor in default; and/or 4. In lieu of any of the foregoing sanctions, imposition of an employment program. C. Failure to comply with E.O. 50 and the rules and regulations promulgated thereunder in one or more instances may result in the Department declaring the Contractor to be non-responsible. D. The Contractor agrees to include the provisions of the foregoing Paragraphs in every subcontract or purchase order in excess of One Hundred Thousand Dollars ($100,000) to which it becomes a party unless exempted by E.O. 50 and the rules and regulations promulgated thereunder, so that such provisions will be binding upon each subcontractor or vendor. The Contractor will take such action with respect to any subcontract or purchase order as may be directed by the Director of DLS as a means of enforcing such provisions including sanctions for noncompliance. A supplier of unfinished products to the Contractor needed to produce the item contracted for shall not be considered a subcontractor or vendor for purposes of this Paragraph. E. The Contractor further agrees that it will refrain from entering into any subcontract or modification thereof subject to E.O. 50 and the rules and regulations promulgated thereunder with a subcontractor who is not in compliance with the requirements of E.O. 50 and the rules and regulations promulgated thereunder. A supplier of unfinished products to the Contractor needed to produce the item contracted for shall not be considered a subcontractor for purposes of this Paragraph. F. Nothing contained in this Section shall be construed to bar any religious or denominational institution or organization, or any organization operated for charitable or educational purposes, that is operated, supervised or controlled by or in connection with a religious organization, from lawfully limiting employment or lawfully giving preference to persons of the same religion or denomination or from lawfully making such selection as is calculated by such organization to promote the religious principles for which it is established or maintained. 18

20 E. RECORDS, AUDITS, REPORTS, AND INVESTIGATIONS a. Books and Records The Contractor agrees to maintain separate and accurate books, records, documents and other evidence, and to utilize appropriate accounting procedures and practices, which sufficiently and properly reflect all direct and indirect costs of any nature expended in the performance of this Agreement. b. Retention of Records The Contractor agrees to retain all books, records, and other documents relevant to this Agreement, including those required pursuant to Section 5.01, for six years after the final payment or expiration or termination of this Agreement, or for a period otherwise prescribed by Law, whichever is later. In addition, if any litigation, claim, or audit concerning this Agreement has commenced before the expiration of the six-year period, the records must be retained until the completion of such litigation, claim, or audit. Any books, records and other documents that are created in an electronic format in the regular course of business may be retained in an electronic format. Any books, records, and other documents that are created in the regular course of business as a paper copy may be retained in an electronic format provided that the records satisfy the requirements of New York Civil Practice Law and Rules ( CPLR ) 4539(b), including the requirement that the reproduction is created in a manner which does not permit additions, deletions, or changes without leaving a record of such additions, deletions, or changes. Furthermore, the Contractor agrees to waive any objection to the admissibility of any such books, records or other documents on the grounds that such documents do not satisfy CPLR 4539(b). c. Inspection A. At any time during the Agreement or during the record retention period set forth in section 5.02, the City, including the Department and the Department s Office of the Inspector General, as well as City, State and federal auditors and any other persons duly authorized by the City shall, upon reasonable notice, have full access to and the right to examine and copy all books, records, and other documents maintained or retained by or on behalf of the Contractor pursuant to this Article. Notwithstanding any provision herein regarding notice of inspection, all books, records and other documents of the Contractor kept pursuant to this Agreement shall be subject to immediate inspection, review, and copying by the Department s Office of the Inspector General and/or the Comptroller without prior notice and at no additional cost to the City. The Contractor shall make such books, records and other documents available for inspection in the City of New York or shall reimburse the City for expenses associated with the out-of-city inspection. B. The Department shall have the right to have representatives of the Department or of the City, State or federal government present to observe the services being performed. 19

21 C. The Contractor shall not be entitled to final payment until the Contractor has complied with any request for inspection or access given under this Section. d. Audit A. This Agreement and all books, records, documents, and other evidence required to be maintained or retained pursuant to this Agreement, including all vouchers or invoices presented for payment and the books, records, and other documents upon which such vouchers or invoices are based (e.g., reports, cancelled checks, accounts, and all other similar material), are subject to audit by (i) the City, including the Comptroller, the Department, and the Department s Office of the Inspector General, (ii) the State, (iii) the federal government, and (iv) other persons duly authorized by the City. Such audits may include examination and review of the source and application of all funds whether from the City, the State, the federal government, private sources or otherwise. B. Audits by the City, including the Comptroller, the Department, and the Department s Office of the Inspector General, are performed pursuant to the powers and responsibilities conferred by the Charter and the Admin. Code, as well as all orders, rules, and regulations promulgated pursuant to the Charter and Admin. Code. C. The Contractor shall submit any and all documentation and justification in support of expenditures or fees under this Agreement as may be required by the Department and by the Comptroller in the exercise of his/her powers under Law. D. The Contractor shall not be entitled to final payment until the Contractor has complied with the requirements of this Section. e. No Removal of Records from Premises Where performance of this Agreement involves use by the Contractor of any City books, records, documents, or data (in hard copy, or electronic or other format now known or developed in the future) at City facilities or offices, the Contractor shall not remove any such data (in the format in which it originally existed, or in any other converted or derived format) from such facility or office without the prior written approval of the Department s designated official. Upon the request by the Department at any time during the Agreement or after the Agreement has expired or terminated, the Contractor shall return to the Department any City books, records, documents, or data that has been removed from City premises. f. Electronic Records As used in this Appendix A, the terms books, records, documents, and other data refer to electronic versions as well as hard copy versions. 20

22 g. Investigations Clause A. The Contractor agrees to cooperate fully and faithfully with any investigation, audit or inquiry conducted by a State or City agency or authority that is empowered directly or by designation to compel the attendance of witnesses and to examine witnesses under oath, or conducted by the Inspector General of a governmental agency that is a party in interest to the transaction, submitted bid, submitted proposal, contract, lease, permit, or license that is the subject of the investigation, audit or inquiry. B. 1. If any person who has been advised that his or her statement, and any information from such statement, will not be used against him or her in any subsequent criminal proceeding refuses to testify before a grand jury or other governmental agency or authority empowered directly or by designation to compel the attendance of witnesses and to examine witnesses under oath concerning the award of or performance under any transaction, agreement, lease, permit, contract, or license entered into with the City, or State, or any political subdivision or public authority thereof, or the Port Authority of New York and New Jersey, or any local development corporation within the City, or any public benefit corporation organized under the Laws of the State, or; 2. If any person refuses to testify for a reason other than the assertion of his or her privilege against self-incrimination in an investigation, audit or inquiry conducted by a City or State governmental agency or authority empowered directly or by designation to compel the attendance of witnesses and to take testimony under oath, or by the Inspector General of the governmental agency that is a party in interest in, and is seeking testimony concerning the award of, or performance under, any transaction, agreement, lease, permit, contract, or license entered into with the City, the State, or any political subdivision thereof or any local development corporation within the City, then; C. 1. The Commissioner or Agency Head whose agency is a party in interest to the transaction, submitted bid, submitted proposal, contract, lease, permit, or license shall convene a hearing, upon not less than five (5) Days written notice to the parties involved to determine if any penalties should attach for the failure of a person to testify. 2. If any non-governmental party to the hearing requests an adjournment, the Commissioner or Agency Head who convened the hearing may, upon granting the adjournment, suspend any contract, lease, permit, or license pending the final determination pursuant to Paragraph E below without the City incurring any penalty or damages for delay or otherwise. D. The penalties that may attach after a final determination by the Commissioner or Agency Head may include but shall not exceed: 1. The disqualification for a period not to exceed five (5) years from the date of an adverse determination for any person, or any entity of which such person was a member at the time the testimony was sought, from submitting bids for, or transacting 21

23 business with, or entering into or obtaining any contract, lease, permit or license with or from the City; and/or 2. The cancellation or termination of any and all such existing City contracts, leases, permits or licenses that the refusal to testify concerns and that have not been assigned as permitted under this Agreement, nor the proceeds of which pledged, to an unaffiliated and unrelated institutional lender for fair value prior to the issuance of the notice scheduling the hearing, without the City incurring any penalty or damages on account of such cancellation or termination; monies lawfully due for goods delivered, work done, rentals, or fees accrued prior to the cancellation or termination shall be paid by the City. E. The Commissioner or Agency Head shall consider and address in reaching his or her determination and in assessing an appropriate penalty the factors in Paragraphs (1) and (2) below. He or she may also consider, if relevant and appropriate, the criteria established in Paragraphs (3) and (4) below, in addition to any other information that may be relevant and appropriate: 1. The party s good faith endeavors or lack thereof to cooperate fully and faithfully with any governmental investigation or audit, including but not limited to the discipline, discharge, or disassociation of any person failing to testify, the production of accurate and complete books and records, and the forthcoming testimony of all other members, agents, assignees or fiduciaries whose testimony is sought. 2. The relationship of the person who refused to testify to any entity that is a party to the hearing, including, but not limited to, whether the person whose testimony is sought has an ownership interest in the entity and/or the degree of authority and responsibility the person has within the entity. 3. The nexus of the testimony sought to the subject entity and its contracts, leases, permits or licenses with the City. 4. The effect a penalty may have on an unaffiliated and unrelated party or entity that has a significant interest in an entity subject to penalties under Paragraph D above, provided that the party or entity has given actual notice to the Commissioner or Agency Head upon the acquisition of the interest, or at the hearing called for in Paragraph (C)(1) above gives notice and proves that such interest was previously acquired. Under either circumstance, the party or entity must present evidence at the hearing demonstrating the potential adverse impact a penalty will have on such person or entity. F. Definitions 1. The term license or permit as used in this Section shall be defined as a license, permit, franchise, or concession not granted as a matter of right. 22

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